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Hanover Public Schools
 
Facilities & Maintenance
 

 
  General Objectives
 
  1. To understand the educational culture and needs of the Hanover Public Schools
  2. Integrate a structured web based Work Order System
  3. Implement a web based Preventative Maintenance Program
  4. Establish a close working relationship with the Hanover School’s Business Manger
  5. Work with and successfully manage all facilities staff members
  6. Coordinate and plan for all maintenance/renovation/repairs of indoor or outdoor school facilities
  7. The appearance of the Hanover Public Schools indoor and outdoor facilities will be clean, well maintained, orderly and presentable at all times
  8. Manage and control inventory
  Action Plan
 
  1. Culture
    1. Work with each facility staff member to better understand the scope of each building’s indoor and outdoor usage and needs
    2. Discuss each member’s views and ideas for the maintenance and upkeep of the Hanover Public Schools
    3. Meet with school administration to discuss the past, present and future concerns, needs and expectations of each school
    4. Take an active role in assigned committees, such as, School Buildings’ Needs Committee, Healthy Schools Committee and build a positive relationship with committees concerned with Hanover School facilities, such as, School Committee, Advisory Board, Historical Committee and the Hanover Board of Health
  2. Work Orders System
    1. Improve internal efficiency issuing and receiving work orders
    2. Develop a plan to report and monitor through completion all work orders
    3. Introduce a web based reporting system
    4. System will receive, generate and track all work orders
  3. Preventive Maintenance
    1. Inventory and identify all mechanical systems
    2. Categorize each system
    3. Identify by school all associated systems, sub systems and components, such as - roofing, plumbing, HVAC, fire protection, electrical, athletic equipment, playground equipment
    4. Inventory attachments such as motors, pumps, sensors, valves, fans, switches, controls, boilers etc.
    5. Maintain balance of HVAC systems
    6. Confirm that all mechanical control systems are operating properly and efficiently
    7. Create recurring maintenance schedule for each school
  4. Business Manager
    1. Work closely monitoring the various facility budgets for all indoor and outdoors facilities
    2. Fully understand the purchase order system
    3. Prepare specifications for inventory supplies, indoor and outdoor equipment and contracted service work
    4. Continue to provide written or verbal estimates on necessary work prior to scheduling
    5. Oversee all contractor work and approve all work prior to authorizing payment
  5. Facility Staff
    1. Provide on the job training and identify trade journals and tradeshows to view
    2. Make sure all equipment is operating and being used properly
    3. Supervise and evaluate all facility staff and their operating procedures
    4. Conduct annual performance evaluations
  6. Addressing Projects
    1. Familiarize myself with all contracted or project vendors
    2. Be clear to vendors on what expectations are and how they are to conduct business while on Hanover School property
    3. Work with school principals in identifying areas of concern and timelines
    4. Identify funding:
    5. Analyze current indoor and outdoor facility needs and concerns
    6. Follow this up with obtaining quotes to address these needs and concerns
  7. Appearance of Facilities
    1. Identify approach
    2. Continue documenting all areas of need at each building
    3. Identify present and future needs and projects
    4. Start the blue print for a Hanover Public Schools facilities and maintenance operations
      manual
    5. Work with Business Manager in creating a five year Capitol improvement plan.
    6. Create a project calendar for season work
  8. Inventory
    1. Assess current inventory
    2. Evaluate the supply needs of all schools
    3. Track inventory issues
    4. Work towards a uniform program for all schools, such as paper goods, liquid products and dispensing systems
    5. Identify inventory storage locations and delivery status for each school

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  Overview
  In order to get a better understanding of the needs and concerns of the Hanover Public Schools community I have spent time working with and interviewing each facility maintenance person. I was then able to work alongside each man and get a feel for their approach towards their work and discuss my vision for the future of the Hanover Public School facilities. This was a time consuming process due to scheduling and although it is still an ongoing project I am more comfortable with each building and the staff assigned to them. I believe I have established a confidence level with the maintenance staff due to my hands on approach with a variety of projects.

In an effort to familiarize myself with the different facilities I scheduled one on one meeting with each building principal. Each meeting lasted roughly an hour to ninety minutes. The objective was to collect as much data as possible; both past and present regarding the relationship between the school and the facility department. This information was crucial in determining a sense of what each principal’s future goals were and how the Facility Department could work with the building principal to achieve their respective goals.

Although a number of concerns brought to my attention by both the Administrators and staff; one concern in particular stood out “lack of communication or the non-existence of communication with the Facilities Department”. It appears communication was broken and remained unresolved hence causing confusion and frustration. School Administrators had facility issues as well as concerns that were brought forth but never resolved, acknowledged or given a status on. It appears some issues lingered for years without being addressed. I inquired as to why a project could go incomplete for such a long time and was told “we gave up asking”.

I have assured each building principal and all staff members that communication is an important ingredient in achieving the goals I envision for the future of the Hanover Public Schools Facility Department. Goals such as a web based work order system to allow faculty and staff to communicate any problems or concerns to me. Once I acknowledge the concern a work order will be created and a line of communication will flow between us until the completion of the request. Implementing a preventive maintenance program will give reassurance that all mechanical systems are operating as best they can and problems such as lack of heat, too much heat, no air flow or system failures should no longer be a worrisome burden. When work needs to be done it will be scheduled with the school so only minimal disruption if any should occur. Organizing inventory, instructing contractors on how they approach their work on site and having safe reliable equipment that staff is knowledgeable with its operation are some ways to build confidence with the Hanover Public Schools Facility Department. My regular presence throughout the schools will only strengthen this confidence.

I fully understand there are budgetary constraints I must face in trying to achieve some goals. It is extremely critical that I continue to work closely with the Business Manager in understanding what funding is available and that all work is completed properly prior to authorizing payment.

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